Conventions, Meetings, and Special Events

1. Conventions, Meetings, and Special Events

2. Definitions • Meeting – a gathering of people for a common purpose • Convention – a gathering of people to accomplish a specific goal • Convention and Visitor’s Bureau – organization responsible for promoting tourism at the regional and local level; solicit travelers to the area

3. Economic Impact • Meetings, conventions, and special events bring revenue • Exposure of the city as a destination brings business travelers back for leisure purposes • All areas of hospitality (restaurants, hotels, convention centers, and recreation facilities) benefit from meetings and conventions.

4. Growth • Meetings, conventions, and special events grow at a rate of 10% per year • Job market for event planners is booming • Specialized convention centers and hotels are being built to accommodate the growth

5. Planning an Event • Meet with the client • Determine the dates for the event • Get detailed information about what they need for their event (meeting space, hotel rooms, catering, location, etc.)

6. Planning an Event • Determine the purpose of the event and any additional requests that the client has regarding activities, dining options, transportation issues, etc. • Establish an open line of communication with the client

7. Planning an Event • After meeting with the client: • Search for a venue that will accommodate the client’s needs • Search for the best value for the money • Identify possible alternatives (in case the client is not happy with your initial plan) • Add a special touch (gifts for attendees, tickets to a local attraction, etc.) to show the client that you want to plan his/her event.

8. Planning an Event • Preparing for your presentation to the client: • Be organized and include specific information • Make your documents appealing and easy to read (proofread!) • Confirm pricing and availability with hotels, convention centers, etc. before meeting with the client

9. Planning an Event • Meeting with the client: • Give the client the documentation and go over each aspect with him/her • Assure the client that you have researched other alternatives and found the best value for him/her • Point out special features that you have included in your plan • Close the sale!

10. The Event • Be available during the even to solve problems and assist when available • Check with the client often to see if all of the needs are met • Follow-up with catering and event staff to ensure all is running smoothly

11. Following the Event • Evaluate the event • Follow-up with client • Ensure all accounts are closed and all payments have been made • Keep a journal listing contacts that you would like to work with again